Discussion

The exclusivity audit must be maintained for all customers. It is required to be cleared and re-entered by the sales rep every 3 months, before the end of February, May, August and November.

When a sales order is started for a customer, if their exclusivity audit is not current (last updated more than 2 months ago) but their visit pattern indicates that they will have another visit before their next audit is required then a message will be displayed 'An Exclusivity Audit is required for this customer by the end of this month. Would you like to complete the Exclusivity Audit now?'. The sales rep can reply Yes to do the audit now or No to leave it until next visit.

If their exclusivity audit is not current and their visit pattern indicates that this is their last visit before their next audit is required then a message will be displayed 'An Exclusivity Audit is required now for this customer. You will not be able to save this order until the Exclusivity Audit is complete.'. The sales rep can only reply OK and must do the audit now. They will not be able to save this sales order until the audit has been completed.

The Exclusivity Audit can also be viewed by clicking the 'Loyalty/Audit...' button on a sales order for a customer and selecting the Exclusivity Audit tab.

The Exclusivity Audit can be updated while it is current but changes will not change the 'Exclusivity Audit As At' date or affect its currency. To clear and re-enter the Exclusivity Audit while it is current click on the Action button and select 'Clear Exclusivity Audit to re-enter'. When the audit is completed the 'Exclusivity Audit As At' date will be set to today.

A complete Exclusivity Audit has at least one fridge listed and every category under Competitors must have at least one option selected.

Fields on the top line of the tab

'Load fridge/shelf summary' button

Use the information saved in the Fridge Summary to fill the 'Share of Beverage Space' table on the Loyalty Audit tab of the form. This will clear out any Share or Notes entered in the 'Share of Beverage Space' table.

'Exclusivity Audit As At'

Shows the date that the exclusivity audit was last cleared and re-entered.

Action button

The option available depends on the status of the Exclusivity Audit.

• If the exclusivity audit is complete 
  • then 'Clear Exclusivity Audit to re-enter' will clear the Fridge Summary and the Competitors category lists, allowing the user to re-do the audit.
• If the exclusivity audit is not complete 
  • then 'Exclusivity Audit is incomplete' will display. Selecting this will not do anything.
• If the exclusivity audit has been cleared and re-entered and is now complete 
  • 'Exclusivity Audit Completed' will save today's date as the 'Exclusivity Audit As At' date.

Fridge Summary

At least 1 fridge must be listed to complete an Exclusivity Audit.

• To add a fridge, click Clear, select from the options Supplier and Type, enter the Number Of Shelves and click Save.
• To update a listed fridge, right click the Name of the fridge in the list and select Properties (or double click the Name), change the fields required and Save.
• To delete a fridge, right click the Name of the fridge in the list and select Delete.
• To copy a fridge, right click the Name of the fridge in the list and select Copy, then right click in an empty space of this or another list and select Paste.

Competitors

At least 1 option must be selected in every category to complete an Exclusivity Audit.

• Select a category from the drop-down list, then tick all of the competitors whose products in that category are stocked by the customer.
• Tick Other if a Competitor not listed for the category is stocked.
• Tick N/A if the customer does not stock products in a category.
• Tick the 'Show Smart Categories' tick box to only list categories with at least 1 supplier selected in the drop-down list.
• The right hand list shows all categories and suppliers selected.

Exclusivity Audit status

The Exclusivity Audit status of a customer is determined dynamically.

The audit should be re-done every 3 months, before the end of February, May, August and November.

• If the audit is complete and was last done after the end of the previous update month then the status is Current.
• If the customer has no orders then the status is Required.
• If the number of days between visits is more than the number of days until the end of the next update month then the status is Overdue
  
  • For the different Visit Patterns then the number of days between visits is considered to be:
    • Twice a Week = 6
    • Weekly = 7
    • Fortnightly = 14
    • Every 3 weeks = 21
    • Monthly = 31
    • 6-Weekly = 42
    • Two-Monthly = 62
    • No Visit Pattern = 31
• If we are in an update month then the status is Required
• Otherwise the status is Current

The Exclusivity Audit status of customers is shown on the Sales Rep Management customer list and the Order Batch Customers list.

If a sales order is started or opened for a customer with an Exclusivity Audit status of Required then a message pops up 'An Exclusivity Audit is required for this customer by the end of this month. Would you like to complete the Exclusivity Audit now?', to which the user can reply Yes or No.

If a sales order is started or opened for a customer with an Exclusivity Audit status of Overdue then a message pops up 'An Exclusivity Audit is required now for this customer. You will not be able to save this order until the Exclusivity Audit is complete.'.

A user with the Secure Feature 'Is Exempt From Exclusivity Audit' is not required to complete an Exclusivity Audit before saving a sales order.